Academic Senate Administrative Assistant , Academic Senate

Administrative Assistant, Academic Senate (4722C) #88765

At the University of California, Berkeley , we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and Mac Arthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond.

Together, we change the world.

At Berkeley, the best careers are built on a foundation of continuous learning and growth . We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups.

The Berkeley Division of the Academic Senate represents Berkeley faculty in the shared governance of the University of California. The Academic Senate is empowered by the Regents to determine academic policy, set conditions for admission and granting of degrees, advise the Chancellor on the campus budget, authorize and supervise courses and curricula, and advise the administration on faculty appointments, promotions, and budgets.

In this position, the Academic Senate Administrative Assistant manages or performs administrative services or the full general operations of an academic or non-academic organization. Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management includes long- and short-range strategic planning to determine the mission and to direct all activities of multidisciplinary departments through subordinate management staff.

40%

• Provides administrative support to the Divisional Council and Committee on Faculty Awards & Lectures (FAL), for meetings of the Division.
• Compiles and distributes agendas; drafts minutes and annual reports; serves as liaison to committee analysts to compile committee comments on issues; manages records, documents, and archives.
• Coordinates all logistical aspects of meetings of the Division, including facilities, audio-visual equipment, and recordings, and web postings.
• Prepares correspondence and other written materials for department management and/or faculty, requiring some specialized knowledge of the subject matter.
• Edits and proofreads written materials for content consistency.

25%

• Oversees and ensures the daily administrative operations run smoothly for the executive's office.
• Provides administrative support for the chair and vice chair of the Senate; receives, assesses, and takes appropriate action on requests, communications, and compiles briefing materials.
• Forwards situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution.
• Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.

20%

• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel, and meetings.
• Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
• Compiles agenda items for standing meetings of Senate leadership and campus administrators, including the Chancellor, Executive Vice Chancellor, and Provost (EVCP).
• Handles the details of a variety of routine matters on behalf of the chair and vice chair.
• Responds to inquiries from faculty, staff, students, and the public on behalf of the chair and vice chair regarding campus operations, policies, and procedures; refers matters on behalf of the chair.
• Acts as the first point of contact in the Senate office.
• Tracks business items directed to the chair and vice chair; participates in ongoing briefings and debriefings with the chair and vice chair in order to document disposition of business items.
• Organizes ad hoc committees appointed by the executive on a broad range of issues.
• Provides administrative support to special committees and task forces appointed by Divisional Council.
• Researches, compiles, and summarizes issues, policies, and topics; provides background information,…